Management Assistant

J.B. Hunt Transport Services, Inc.•Phoenix, AZ

35d•$24 - $31•Hybrid

About The Position

The Management Assistant to our Court Technology Services team utilizes top-notch organizational and multitasking skills, blending administrative finesse with technical expertise to become the secret weapon that keeps the gears turning smoothly. The Management Assistant navigates the administrative realm utilizing their communication skills and outgoing personality to ensure the Judicial Branch CIO and CTS Senior Leadership receive seamless, exceptional support. The Management Assistant is a behind-the-scenes powerhouse dedicated to excellence. This position requires the preferred candidate to demonstrate cultural awareness and emotional intelligence every day, incorporating these qualities into how to support others. The preferred candidate needs to help build a healthy culture across the team, and take great pride in maintaining a clean, organized, and well-run operation. They must thrive on supporting leadership, anticipating what people need before they have to ask. You notice the gap, step in, and follow through. That proactive mindset is not a task for you; it is how you lead as a management assistant.

Requirements

High School Diploma
Four (4) years of highly responsible administrative experience providing support to management professionals OR Combined education and experience qualifications: An equivalent combination of post-secondary education or job-related experience may substitute for the education and experience requirements on a year-for-year basis
Knowledge of: Principles and practices of executive office management and administration, including records, data management, and basic data processing.
Budget compliance support, procurement coordination, and personnel administration processes.
C-suite logistics, including complex travel planning, itineraries, and last-mile coordination.
Skill in: Computers and software, including advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
Executive-level communication with strong command of grammar, attention to detail, proofreading, and formatting.
Preparing accurate, professional memos, letters, briefings, agendas, and executive correspondence.
Rapidly learning and mastering core CTS and court business applications, plus related support tools.
Proactively prioritize, organize, plan, and manage multiple concurrent assignments with urgency, accuracy, and attention to detail.
Analyzing complex information, conducting thorough research, preparing concise summaries, and producing clear, actionable reports.
Strong experience in communicating information accurately, logically, and persuasively verbally and in writing, tailoring message and tone to the audience, including executive leadership, Judicial Officers, and Court Administration.
Ability to: Learn and follow court organization, functions, services, and applicable laws, rules, policies, and procedures related to judicial operations.
Build and maintain effective working relationships across CTS, the court, and external partners.
Demonstrate professionalism, discretion, confidentiality, and cultural sensitivity at all times.
Establish and maintain constructive, trust-based, cooperative relationships with all judicial employees.

Nice To Haves

Experience working in an Information Technology or similar office setting supporting IT leadership.

Responsibilities

Answers and screens telephone calls and emails, updates, and manages calendars for CTS leadership.
Assists with the development of presentation materials and operates audio/visual equipment.
Promptly prepares meeting agendas and required materials and distributes appropriately within the defined timeframe.
Assists leadership with strategic projects by recording and tracking expenses, setting up training sessions, training materials, and assisting with the management of project action items.
Inventories and orders supplies for general office use, projects, and events. Researches and makes recommendations for special order requests; and maintains office equipment.
Plans, organizes, and directs administrative services with our facilities team.
During meetings, take notes as the meeting progresses and translate them into meeting minutes. Formalize and distribute in a timely fashion.
During meetings where attendance is required, and this position is listed as the administrative support, it is essential to note action items and assign them to the appropriate team member for detailed follow-up.
Coordinate logistics for meetings held outside the main office location. This includes, but is not limited to, parking and badge access.
Coordinates meetings with multiple internal and external stakeholders across multiple disciplines.
Updates and maintains the CTS SharePoint.
Drafts, reviews, and edits correspondence and reports; prepares and updates organizational charts, contacts, and distribution lists; maintains filing and tickler systems in electronic and paper format; executes management and archival of documents.
Organizes CTS-related events; facilitates conference room reservations, training room bookings, required materials, and cultural and teambuilding events.

Benefits

We offer generous paid time off, paid sick leave, and 10 paid holidays!
We have affordable medical, dental, and vision insurance, and our employees are entitled to coverage by one of several State-sponsored retirement pension plans, our employee assistance program, and wellness incentives.
Additionally, our employees have the option of life insurance, disability, a group legal plan, and pet insurance.
Under the current guidelines for the Public Service Loan Forgiveness (PSLF) Program, the Maricopa County Superior Court is a qualifying employer. Therefore, any full time Judicial Branch employee, who meets other eligibility criteria may be eligible for loan forgiveness under this program.

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